Job Description
Position Summary
The Event Coordinator is responsible for managing the planning and coordination of weddings, social events, corporate events, and other special events across Peachtree Catering and Events' exclusive venues and off-premise locations.
The Event Coordinator serves as the primary client liaison following contract execution and maintains ownership of assigned events throughout the planning process and through successful execution. This position manages a high-volume portfolio of events simultaneously and requires exceptional organization, communication, attention to detail, judgment, and follow-through.
As a hospitality and events position, the Event Coordinator's schedule is driven by client, event, and business needs rather than a traditional Monday-through-Friday schedule. Regular weekend and evening availability is an essential requirement of the position. Event Coordinators are expected to work weekends, evenings, and holidays as assigned events and business needs require, including extended event-day shifts that may exceed a traditional eight-hour workday. Scheduling will vary based on the event calendar, client meetings, tastings, and other business needs.
Core Responsibilities
Client & Event Management
- Manage a full portfolio of assigned clients and events following contract execution.
- Serve as the primary point of contact for assigned clients throughout the planning process.
- Build and maintain strong, professional client relationships through consistent communication, responsiveness, and follow-through.
- Guide clients through the planning process and ensure they understand upcoming decisions, deadlines, and requirements.
- Conduct planning meetings, venue walk-throughs, tastings, and other client meetings as required.
- Manage client expectations while providing a high level of service and attention to detail.
- Maintain ownership of assigned events from planning through execution.
- Respond to client emails and phone calls in a timely and professional manner.
Event Planning & Documentation
- Develop, update, and maintain accurate Banquet Event Orders (BEOs) and event planning documents.
- Build and maintain event floor plans, timelines, menus, seating arrangements, and other planning materials.
- Ensure event details are accurately documented and communicated to appropriate internal teams.
- Review event information throughout the planning process and make necessary updates as client plans evolve.
- Prepare final event information and communicate critical details to internal departments and event-day teams.
- Develop proficiency in Peachtree's event planning and management software and maintain accurate event records and revisions.
Vendors, Rentals, & Event Planners
- Source and coordinate rentals and other event-related services for assigned events.
- Communicate with vendors and ensure required information is received and documented.
- Coordinate vendor logistics and requirements as part of the event planning process.
- Maintain professional relationships with vendors and event partners.
- Follow established Peachtree procedures for vendor communication, rentals, billing, and event documentation.
Revenue & Client Development
- Identify appropriate opportunities to upsell products, services, and enhancements within assigned events.
- Present relevant options based on client needs, priorities, and event vision.
- Work to increase event revenue while maintaining a strong client experience.
- Maintain accurate billing and ensure approved upgrades, additions, and changes are reflected appropriately.
- Consult with Culinary Leadership regarding menu development and appropriate enhancements for assigned events.
- Remain knowledgeable about Peachtree's services, offerings, and event capabilities in order to make appropriate recommendations to clients.
Event Execution & Team Collaboration
- Participate in group tastings and other client or team events on a rotating basis.
- Participate in weekly and monthly internal meetings.
- Collaborate closely with Sales, Culinary, Beverage, Operations, Event Management, and other internal partners to ensure successful event execution.
- Communicate changes in event details promptly and accurately to affected departments.
- Assist with event-day responsibilities as required by assigned events and business needs.
- Ensure assigned events are executed according to the details established during the planning process.
- Provide on-site support for assigned events when required, including evenings, weekends, holidays, and extended event-day shifts.
- Assist the Event Coordination team and other departments as business needs require.
Success in the Role
Success in the Event Coordinator position means consistently managing assigned events with a high level of ownership, organization, accuracy, and client service. A successful Event Coordinator:
- Effectively manages a high-volume portfolio of events while meeting planning deadlines and maintaining accurate, complete event documentation.
- Builds strong client relationships through proactive communication, responsiveness, sound judgment, and consistent follow-through.
- Guides clients confidently through the planning process while appropriately managing expectations, deadlines, and event requirements.
- Produces accurate BEOs, timelines, floor plans, menus, billing, and other planning materials with minimal errors or missed details.
- Anticipates event needs, identifies potential issues, and takes appropriate action before they affect the client or event.
- Identifies appropriate opportunities to enhance events and increase revenue through thoughtful upselling of Peachtree's products and services.
- Communicates event details, changes, and critical information clearly and promptly across departments so internal teams are prepared for successful execution.
- Develops productive working relationships with Sales, Culinary, Beverage, Operations, Event Management, vendors, and other event partners.
- Demonstrates ownership of assigned events from initial handoff through event execution and follows through on outstanding needs without requiring repeated direction.
- Consistently meets the scheduling demands of assigned events, including required client meetings, tastings, walk-throughs, evenings, weekends, and event-day responsibilities.
- Contributes to a collaborative, solutions-oriented Event Coordination team and supports broader department and company needs during peak periods.
Qualifications
- Previous experience in hospitality, catering, events, customer service, or a related field preferred.
- Exceptional attention to detail and commitment to client service.
- Strong written and verbal communication skills.
- Excellent organizational, prioritization, and time-management skills, with the ability to manage multiple clients, events, deadlines, and competing priorities simultaneously.
- Ability to learn and gain proficiency with industry-specific software and internal systems.
- Strong initiative, judgment, problem-solving, and critical-thinking skills.
- Ability to work both independently and collaboratively in a fast-paced, deadline-driven environment.
- Ability to communicate professionally and effectively with clients, vendors, colleagues, and leadership.
- Ability to use standard office technology and equipment, including computers, phones, printers, scanners, and web-based systems.
- Professional attitude and appearance consistent with a client-facing hospitality position.
Scheduling & Availability Requirements
Because Peachtree's events primarily take place when our clients celebrate and gather, this position does not operate exclusively on a traditional Monday-through-Friday schedule. The Event Coordinator must be available to work a flexible schedule based on assigned events and business needs, including:
- Regular weekend work, including Saturdays and Sundays
- Evening and nighttime hours
- Holidays as required by the event calendar
- Extended shifts and event days that may exceed eight hours
- Client meetings, tastings, walk-throughs, and other responsibilities scheduled outside traditional office hours
Weekend and evening work is an expected and essential component of the Event Coordinator position. The frequency and length of shifts will vary throughout the year based on Peachtree's event calendar, with greater schedule demands during peak event seasons.
Job Tags
Full time, Contract work, Work at office, Monday to Friday, Flexible hours, Shift work, Night shift, Day shift, Afternoon shift